Operations, Client Coordination

• Monitor and reply to WhatsApp messages from clients, members, and leads within four business hours
• Triage the central administrative inbox by acting on, forwarding, or flagging emails as appropriate
• Draft professional emails and send approved WhatsApp templates for event invites and reminders
• Log comprehensive call and session notes following every client touchpoint
• Maintain accurate CRM records by adding, updating, tagging, and segmenting contacts
• Keep sales and client pipelines completely up to date
• Manage member portal access and pull contact history reports upon request
• Prepare lead briefings prior to sales sessions
• Generate payment links, issue invoices, and process tax receipts
• Send payment reminders and follow up on overdue accounts
• Reconcile weekly payments against the CRM and highlight gaps
• Sort quarterly credit card statements and prepare weekly financial summaries
• Onboard new coaching members, including welcome emails, contract tracking, questionnaires, and portal access
• Book and send reminders for one-on-one sessions and distribute post-session summaries via Zoom or Fathom
• Track event registrations and attendance using Google Sheets
• Distribute pre-event details, venue information, certificates, feedback forms, and thank-you notes
• Coordinate sponsor details and manage digital workbook inserts
• Write daily content briefs for the video editor using AI drafting tools
• Schedule social media posts and maintain the content calendar
• Document recurring tasks into step-by-step SOPs
• Send end-of-day updates highlighting completed tasks, pending items, and decisions needed

• Minimum 2 years of experience in a virtual assistant, administration, or client coordination role
• Excellent written and spoken English with the ability to write clear, warm, and professional communications independently
• Hands-on CRM experience with platforms such as GoHighLevel, Tekmatix, HubSpot, or similar
• Strong proficiency in Google Workspace including Gmail, Drive, Sheets, and Forms
• Experience using generative AI tools like Claude or ChatGPT regularly for work tasks
• Exceptional organisational skills with strong attention to detail regarding deadlines, payments, and confidential data
• Sound judgment regarding when to take independent action versus when to escalate issues
• Background or experience in healthcare, clinical, or coaching environments
• Familiarity with Australian business norms and culture
• Basic process automation skills using tools such as Zapier
• Familiarity with design platforms like Canva

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13-month pay
• With Government mandated benefits